April 2019 Meeting Minutes - Baltimore, MD - Extra Life Community Hub Jump to content
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April 2019 Meeting Minutes

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Meeting Minutes from April 6 2019
 
Upcoming Events:
  • April 12th - 13th Cecil Con 
  • April 26th-28th Awesomecon 
  • May 4th Free Comic Book Day  
 
Members in Attendance: 17
 
New Topics:
 
We have new buttons guys they are awesome if you haven't seen them yet have a look here: Signup Pin Donate Pin Silver Pin Let us know if you like them!
 
Mike is building us a new wheel (Yay Mike!) in the meantime we do have a new rainbow wheel so this means in the future we will have two wheels to work with when planning events!
 
There will be a new form on Timecounts for equipment sign out, Artem our amazing quartermaster will be checking this. If you want to have something for a local event you will use this form to request/sign-out whatever you need here. You will need to place address in so Artem may bring equipment to you - please remember this is first come first serve and convention events get first dibs 
 
During this meeting we discussed the importance of Table setup and having a good Pitch. 
 
When setting up your table first thing you will do is place table cloth down (at the end of the day most items can be stored under the table the table cloth will help conceal these things) try and center the logo when placing the cloth down it should fit well on most 6 to 8 foot tables 
 
Unpack the 3 large and 2 Medium clear baskets and place them in the center of the table, placing the wheel and a display case on either side of the baskets. These items will help draw in people, the wheel especially! Front baskets get candy and the back baskets get bracelets and pins.
 
Setup the Extra life Banner next to the table placement is key so make sure you still have a view of the room and people still have a view of you. (This banner as of right now has a bit of misinformation that can scare people off "Stream for 24 hours" that 24 hour part can scare people so do not forget in your pitch to include that it can be done in any time frame!) 
 
Please remember for the wheel one spin only!  
 
Take any prizes/swag we are giving away and place them in the display case (Please note not every convention will have raffles/giveaways) do try to tailor items in box for the event this will help gain more interest! 
 
Place the donation jar on the table within reach and in a place you may keep an eye on in please remember that not all conventions will allow donations at the table. If the convention does allow donations at the start of the day slip a few bills/change into the jar this will encourage people to donate. If you are at a event where we are not allowed to take donations at the table and someone wishes to give cash there, take the money and safely tuck it away into the lock-box. (this should be kept under the table in the blue bin) or open your extra life page and have them donate electronically there!
 
Tablets are used for sign up make sure these are charged during the event! (Remember to lock these up at night.)
 
Keep track of signups! Using not only a paper tally of sign ups but the clicker as well! (the clicker is fun seriously! give it a try!)
 
If you have room on your table depending on the size place out the pamphlet stands! We have two types of pamphlets one that goes over Participation and Volunteering! Make sure to place out the Participation one! (They look really similar.) 
 
They Grey stand includes all items you may need during the event promotional materials, markers, raffle tickets, guild information 
 
 
Tips for Pitching: 
 
Greet everyone when they pass by some people will say hello, smile and keep walking, some will have ignored you, some people will be off in their own world. It is important to keep a smile on your face no matter how many grumpy gusses ignore your friendly hello. When someone does show interest (usually in the wheel) ask if they know about extra life - explain if they seem interested!
 
Remember try not to say it is 24 hour stream, that length of time can scare people away. A good example would be "One day a year where gamers of all kinds, video, table top, board games, sports, you name it, stream, play, record for a cause. Some people go that entire 24 hours but me myself and a few friends break it down to 4 hours. The fundraising doesn't even have to be all in one day, anyone can donate to your extra life page at any time throughout the year." 
 
Best tip of all: wear comfortable shoes we do not always have enough chairs for everyone to sit, so make sure your shoes are comfortable for standing for long periods, as well as a pitch tends to go better and feel more comfortable when you are at eye level with the person/persons you are speaking with. 
 
Hope to see all of you May 11th at CrabTowne 1500 Crain Hwy S, Glen Burnie, MD 21061 12pm to 3pm for our next ExtraLife meeting! 
 
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